DOC - Electronic Records Management System - MRAS

On behalf of the Department of Commerce (DOC), the General Services Administration (GSA) is conducting market research to identify capabilities related to implementing a comprehensive Electronic Records Management System (ERMS) for the Census Bureau. The primary goal of this initiative is to transition from the current "legal hold" method of storing and retaining employee emails to a more sophisticated and compliant email archiving solution. This transition is crucial for ensuring compliance with federal records management requirements, including certification under the Department of Defense Manual 8180.01, which mandates robust records management platforms.

The proposed ERMS will leverage cloud-based storage solutions to capture all inbound and outbound emails, along with other potential permanent records, in accordance with federal standards. This system will enable the Records Management Branch (RMB) to implement a fully compliant electronic records management program. It aims to incorporate guidance from the National Archives and Records Administration (NARA), specifically following the Capstone approach as outlined in NARA Bulletin 2013-02, which focuses on managing email through specific programmatic requirements such as scheduling, digitizing, and managing records with appropriate metadata.

The project involves several key tasks aimed at ensuring successful deployment and operation of the ERMS. These include an initial project kick-off meeting to establish roles and responsibilities, installation and configuration of Commercial Off-The-Shelf (COTS) software capabilities for records management, and ongoing maintenance support. The system must be capable of integrating seamlessly with Office 365 while allowing for efficient final disposition of records based on user roles rather than individual email content. Additionally, it should be able to identify emails from senior officials that can be scheduled as permanent records for eventual transfer electronically.

Overall, this initiative seeks not only to enhance compliance with federal mandates like FISMA but also aligns with broader directives such as Presidential Memorandum M-23-07 aimed at transitioning federal agencies towards a fully electronic environment. By implementing this enterprise-wide e-mail and collaboration environment solution, DOC aims to improve efficiency in managing government records while safeguarding sensitive information effectively.